How do I Create and Edit Notifications?

What Are Droplet Notifications?

Notifications are a method within Droplet to alert key people to submissions or assignments. Notifications are sent via a "no-reply" email to the applicable recipients. There are two types of Notifications used in Droplet forms: Assignment Notifications and General Notifications.

Assignment Notifications

The Assignment Notification will always send to the assignee of a workflow step letting them know they have an assignment to complete on a submission. There is a default email that is sent to each assignee on their step in the workflow, but this can be customized to better suit your needs. 

Default Assignment Notification Email

 

Helpful Additions to the Assignment Notification
Default language can be great, but when users are receiving multiple notifications, it can be helpful to customize the Subject Line to help your users stay on task. Adding the Form Name to the Subject Line will help your users pay attention to those notification emails.

General Notifications

The General Notification is a Notification that can be sent to anyone, inside or outside your organization. You have the ability to include data from the submission within the Email Notification as well as a link to view the submission using the applicable Merge Field.

General Notifications are not preset when you create a Droplet Form. You will need to set up all General Notifications that will be necessary for your process. 

How do I Create a General Notification?

Let's create a Notification together using an example where we would like to add a notification to the Superintendent when a Reimbursement Form is first submitted and when the total requested reimbursement is greater that $500. Follow these steps to create General Notifications at any point in the form's workflow.

1. Identify when you would like the notification to be sent. Click "Details" to open the Step Card for that Workflow Step. 

2. Switch to the Notifications Tab. Click the "+ Notification" button at the appropriate trigger. 

In this example, we want the notification to be added after the form has been submitted initially, so that would happen when it leaves the start step. 

3. Add any Notification Conditions

Notification conditions are expressions that are written to explain when you would like a notification to be sent IF it should not always be sent when triggered. This is a type of logic that will be entered into the "Notification Condition" section of the Notification builder. 

urgent === 'Yes'

4. Add the Notification Recipients

To add recipients, click the Recipients dropdown and select the appropriate recipients from the different selection options:

• Submitter: Select this option when you want a notification to be sent to the person who initiated the form.
• Dynamic: If you select "Dynamic", you won't be able to also select other recipients. Dynamic is a way to utilize the information entered into the form to determine who should receive a notification. For example, you can send to a list of people determined by the location selected in the form or the email entered into a field on the form.
• People with Droplet Accounts in your Organization: You can select anyone with an active Droplet account within your organization.
• Select Someone Else: If the person that needs a notification does not have an active Droplet account within your organization, you can enter their name and email with this option.

5. Add the Email Subject Line

Type up your email subject line to inform the recipients of the contents of the email. You can include any Merge Fields in the Subject Line. See the guide below to understand the available options.

6. Add the Email Body

Add in the email body. Use the rich text editor options to make a list, change the font type, the size, add images or links. Use the "Merge Fields" dropdown to add important information about the form in the email. Use the guide below to understand the Merge Fields Options.

Merge Fields

"Assigned To First Name": The first name of the person the form is assigned to at the current workflow step when the notification is triggered.

"Assigned To Last Name": The last name of the person the form is assigned to at the current workflow step when the notification is triggered.

"Assigned to Full Name": The full name of the person the form is assigned to at the current workflow step when the notification is triggered.

"Submitter First Name": The first name of the person who initiated the form.

"Submitter Last Name": The last name of the person who initiated the form.

"Submitter Full Name": The full name of the person who initiated the form.

"Submission Id": The unique identifier number associated with the submission. Each submission has a different number.

"Form Name": The name of the form.

"Form Id": The unique identifier associated with the form. Each form is different.

"Submission Url": A clickable link that gives access to the user currently assigned to that submission.

"Link": A clickable link with the url for the submission that gives access to anyone with the url.

"Notification Url": The url for the submission that gives access to anyone with the url. *Not a clickable link*

How do I Edit an Existing Notification?

1. Ensure you are working in a Form Draft by checking in the top left corner next to the Form Name. If it includes "(Published)", you will need to create a new draft.

2. Identify the Notification (Assignment or General) that needs editing. Access the Notification by selecting the Workflow Step, changing to the Notifications Tab to view the notifications associated with triggers of that Workflow Step.

3. Select the Notification and Make Changes.

4. Save the form and Publish when necessary.